Rochester Work
An employee time management system for a non-profit company of over 50 employees.
UI.UX
Alice Liu
Role:
UI designer, Researcher
Team Size:
1
Date:
April 2022 - July 2022
Duration:
4 Months
Overview
RochesterWorks is a nonprofit workforce and employment services provider in Monroe County, New York, managing over 50 employees.
They previously used paper and Excel timesheets for tracking employee hours, which made it difficult for managers to handle different projects and review for accounting. Over a 4-month period, I designed and delivered a solution of an integrated system to streamline the process of logging work hours, provide accurate timekeeping, and ensure compliance with labor regulations.
The product was later resold to another company, a project management sector was added with expanded functionalities to better meet the new client's needs. (See case study for more details.)
Employee Clock in
Current off-the-shelf solutions did not meet our client's needs for employee clock-in, employees work across multiple projects on flexible schedules. They are allocated specific hours per project and can fulfill the requirements on their own schedule. The flexible check-in makes the process error-prone. Interviews with accounting managers revealed that employees often submitted timesheets with errors they didn't find. Very frequently, the accounting managers need to 'reject' the initial submission and ask for a revision to approve. To address this pain point, the new check-in system must include an error-checking functionality, enabling employees to self-verify timesheets before submission, thus streamlining the process to reduce managerial workload.
Employee Dashboard
In addition to individual timesheet functionality, admin users, such as accounting managers, require the ability to add new employees, archive resigned staff, and allocate project hours for active employees. I designed an integrated employee overview dashboard that provides admins with an at-a-glance view of employee requests, timecards, and hour statuses, facilitating easy staff management. A key feature allows managers to allocate hours for groups of employees, which, during user testing, significantly improved efficiency.
Summary
This project involved designing and implementing an integrated employee time management solution over a 4-month period, which addressed users' needs for accurate and efficient timesheet submissions. I worked closely with accounting managers and employees to conduct research on their pain points & designed an intuitive solution addressing their needs. The product's success led to its resale and subsequent enhancement with additional functionalities to better serve a new client's needs, demonstrating its adaptability and market value (See Razak case study for detail).
